Microsoft Teams Voice migration checklist

teams voice migration checklist

Migrating your organization’s phone system to Teams Voice can unlock a world of benefits – improved communication, streamlined workflows, and potential cost savings. However, a smooth transition is crucial to maximizing these advantages and minimizing disruption. That’s where a well-planned migration process comes in.

Following a structured checklist ensures a seamless journey for your team. You’ll avoid common pitfalls like compatibility issues, data loss, or user confusion. By proactively addressing potential roadblocks, you’ll guarantee a smooth transition that keeps your team connected and productive throughout the migration.


Pre-migration planning

This stage sets the stage for a smooth transition and helps you measure the success of your efforts. Here’s a breakdown of key pre-migration planning steps:

1. Assess your current phone system and user base:

      • Take inventory of your existing phone infrastructure. This includes the number of users, call volume, types of phone lines (analog, digital, VoIP), and any existing integrations.
      • Analyze your user base. Identify user needs and preferences regarding phone usage. Are there heavy phone users who require advanced features? Do remote workers need mobile calling capabilities? Understanding these factors will help you choose the right Teams Phone licensing options.

2. Evaluate network readiness and bandwidth requirements:

      • Teams Voice relies on a robust network infrastructure. Assess your current network bandwidth and identify any potential bottlenecks. You might need to upgrade your network capacity to handle the increased voice traffic.

Migration strategy

This stage involves developing a detailed strategy for transitioning your users and phone system to the new platform. Here’s a breakdown of key steps:

1. Decide on a migration approach:

        • There are several ways to migrate to Teams Voice. You can choose a phased rollout, migrating users in stages (e.g., department by department) to minimize disruption. Alternatively, you can opt for a user group migration, where specific user groups with similar needs migrate first (e.g., heavy phone users, remote workers).
        • Select the approach that best suits your organization size, user base, and risk tolerance.

2. Configure user accounts, licenses, and phone numbers:

      • Provision user accounts in Microsoft 365 and assign the appropriate Teams Phone licenses based on their needs.
      • Port existing phone numbers to Teams or use Microsoft-assigned phone numbers if preferred.
      • Ensure all user accounts, licenses, and phone numbers are configured correctly for seamless call routing and functionality.

3. Set up call routing and voicemail features:

      • Configure call routing rules to direct incoming calls to the appropriate users or departments within Teams.
      • Set up voicemail functionality including greetings, message forwarding, and transcription options.
      • Test call routing and voicemail features thoroughly to ensure they function as expected.


Third-party solutions for enhanced migration

While Microsoft doesn’t currently offer built-in tools for complete migration of all Teams voice functionalities between tenants, there are third-party solutions available to bridge the gap.

These third-party migration software options offer valuable functionalities to streamline your Teams Voice migration:

      • Transfer User Data: These tools can migrate essential data like call history and voicemail recordings, potentially along with limited configuration settings. This can significantly reduce the manual effort required for data migration.
      • Automate Repetitive Tasks: Streamline the migration process by automating repetitive tasks such as user provisioning, license assignment, and phone number porting. This frees up your internal IT resources to focus on more strategic initiatives.

Exploring third-party solutions:

Carefully evaluate the capabilities and limitations of various third-party migration tools available. Consider factors like:

      • Supported data types: Ensure the tool can migrate the specific data types you require (e.g., call history, voicemail recordings, configurations).
      • Security and compliance: Choose a solution that prioritizes data security and adheres to relevant industry compliance standards.
      • User experience: Opt for a user-friendly tool with clear documentation and readily available support

A Microsoft Gold Partner can assist

Consider partnering with a Microsoft Gold Partner specializing in Teams Voice migration. These partners possess in-depth knowledge of the platform and extensive experience in managing complex migrations.

BlueSky UC is a Microsoft Gold Partner with a proven track record of successful Teams Voice migrations. Our team of experts can help your organization with every stage of the migration process, including:

      • Pre-migration planning and assessment
      • Migration strategy development
      • Third-party migration tool selection and implementation
      • User training and change management
      • Post-migration support and optimization


By leveraging BlueSky UC’s expertise and experience, you can ensure a smooth and efficient migration to Teams Voice, minimizing disruption and maximizing the benefits for your users and business,  book a meeting with one of our migration experts today to start the exciting journey ahead. 


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